Privacy Notice
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Privacy Notice
1. Who We Are and What This Notice Covers
Strategic Management and Support Services Philippines Inc., referred to on this website as SMASS Philippines, Inc. (SMASS, we, or us), provides administrative, logistics, repair and maintenance coordination, aviation service support, and related business support. We are the personal information controller for the website and business inquiry processing described in this notice.
Our office is at Unit 34-I Philexcel Business Park, M. A. Roxas Highway, Clark Freeport Zone, Philippines 2023. This notice covers visitors and people who contact us about our services. Client operational records, employment records, and information handled under a separate service engagement may require additional notices and contractual safeguards.
2. Information We Collect
- Business inquiries: your name, company or organization, email address, inquiry category, message, submission date, and an optional phone number.
- Correspondence: information you provide in follow-up emails, calls, or other business communications.
- Technical information: network address, requested pages, request time, browser or device information, and error or security events that may be recorded by the hosting service. The inquiry application also uses a hashed network address to limit abusive requests.
Required fields help us assess and respond to your inquiry. The phone field is optional. You may browse without submitting an inquiry. If you contact us for another person, provide only information you are authorized to share and make this notice available to them.
3. Aviation Information and Data Minimization
Use the public inquiry form for a general description of your business requirements. Do not send passenger or crew lists, passport or government ID details, medical information, payment credentials, passwords, restricted airport access information, aircraft security information, or confidential maintenance and operational records through this form.
If a service discussion requires protected records, first ask your SMASS contact to confirm an appropriate exchange channel, the authorized recipients, and the applicable handling requirements. The website form does not accept file uploads and is not an operational aviation reporting system.
4. Why We Process Information
We use business contact information to understand requirements, answer inquiries, prepare or discuss proposals, coordinate follow-up, and maintain relevant correspondence. Technical information supports website operation, troubleshooting, and protection against spam and misuse. Information may also be needed to meet legal obligations or establish, exercise, or defend legal claims.
Depending on the purpose, processing relies on steps you request before a contract, performance of a contract with you, legal obligations, or legitimate interests in business communication and website security, subject to your rights. Where consent is required, we seek it for the specific purpose. Browsing this website is not blanket consent to unrelated processing. Our approach is governed by the Philippine Data Privacy Act of 2012 (Republic Act No. 10173) and applicable implementing rules.
5. How Inquiries Are Handled
When the inquiry service is available, the website sends your message through the configured email service to the business mailbox. Where enabled, an optional receipt may be sent after the inquiry is accepted. A receipt acknowledges the message only; it does not confirm a booking, service commitment, or operational instruction.
The inquiry application does not keep a separate database of submitted messages or add your network address and browser details to inquiry emails. Email correspondence, hosting logs, necessary session information, and abuse-prevention records are separate records. If the form is unavailable, you may contact operations@smassph.com directly.
6. Cookies, External Links, and Automated Decisions
The contact form uses a necessary session cookie to support secure submission. Blocking it may prevent the form from working. The current website does not use advertising cookies or analytics trackers; its fonts and presentation assets are served locally.
Following an external link or choosing an email, telephone, or messaging service takes you to a service with its own privacy practices. This website does not use inquiry information for profiling or decisions with legal or similarly significant effects. Automated abuse checks can temporarily prevent a form submission.
7. Access, Service Providers, and Transfers
Access is limited to personnel who need the information for the stated purposes and service providers supporting hosting, website maintenance, and email. Information may also be disclosed where required by law or necessary for a lawful claim. We do not sell inquiry information or make it available for unrelated advertising.
Hosting and email processing may involve systems outside the Philippines, depending on the provider. SMASS remains accountable for information under its control, including transfers, and requires appropriate protection and purpose limits when engaging processors.
8. Retention and Disposal
Routine inquiry emails are retained for up to 12 months from receipt. Hosting and security logs are retained for up to 12 months from creation. Backup copies are retained for up to 12 months from the date the backup is created. Records must be securely deleted or anonymized when the applicable retention period ends, unless a justified exception applies as described below.
If an inquiry becomes part of a service engagement, relevant records follow the applicable contractual and legal retention requirements. Records needed for a legal obligation or an ongoing claim may be kept for the necessary period, with access limited to that purpose, and disposed of when the requirement ends.
The shorter abuse-prevention window remains separate: application abuse records use a 15-minute activity window, and expired entries are removed on a subsequent rate-limit check. Those records are not kept for 12 months as part of routine application rate limiting. Random submission references, keyed message digests, and delivery states support duplicate prevention and result checks for up to two hours; expired entries are removed on the next check. These records do not contain inquiry messages or contact details.
9. Protecting Information
Website safeguards include secure-submission checks, input validation, controls against automated abuse, restricted access to application records, and protected mail transport. Organizational and service-provider safeguards must also support the handling of business correspondence. No internet service can promise absolute security. Where notification is required following a personal data breach, SMASS will notify the National Privacy Commission and affected individuals as applicable.
10. Your Rights and How to Exercise Them
Subject to applicable conditions, you may request information about processing, access, correction, objection, blocking or erasure, and data portability. Where processing depends on consent, you may withdraw it without affecting earlier lawful processing. You may also seek redress and lodge a complaint with the National Privacy Commission. The Commission explains these data subject rights.
Send requests to operations@smassph.com with the subject “Privacy Request.” Explain the request and provide a way to reply. We may need proportionate identity or authorization checks; do not send an ID copy in your first message. Requests are assessed under applicable law, including any lawful retention requirements. If a request cannot be granted, we will explain the reason. You may contact the National Privacy Commission independently.
11. Changes and Related Notices
We update this notice when relevant website practices or legal requirements change. The date above identifies the latest revision; changes requiring additional notice or consent will be handled accordingly.
